Step 1: Gather the entire team
To begin, ensure that all relevant stakeholders are present at the start of the session. It is crucial to have active participants who possess firsthand knowledge of task execution and the effort involved.
Step 2: Define objectives and team goals
Encourage the team to collectively brainstorm and identify their primary objectives and team goals. This process allows for alignment and a shared understanding of the overall mission.
Step 3: Construct a 4-quadrant chart
Create a chart divided into four quadrants. This matrix will have two axes: the level of effort required for each task and the potential impact that task completion can have. The four quadrants represent: quick wins (maximum impact, minimal effort), major projects (maximum impact, maximum effort), fill-ins (minimal impact, minimal effort), and time wasters (minimum impact, maximum effort).
Step 4: Assign individual tasks to the appropriate quadrant
Plot each task that the team is considering or planning onto the matrix, based on the estimated effort and potential impact of each action. It is important to review this step thoroughly with the entire team to ensure accuracy.
Step 5: Develop an action plan based on the findings
With a comprehensive understanding of the effort and impact associated with each task, prioritize them accordingly and determine which ones should receive the most attention and resources in the future. This process allows for effective resource allocation and task prioritization.
